Admin Asst/Receptionist

Essential duties may include, but are not limited to, the following:

• Perform a variety of secretarial and administrative work in support of the assigned office; relieve management staff of a variety of administrative details; compile and organize information and data from various sources on a variety of specialized topics related to programs in assigned area, organize and facilitate activities of the assigned office, recommend procedural changes affecting support activities, maintain a calendar of department activities, meetings, and various events, schedule meetings and arrange for room set up; arrange for necessary materials to be available at meetings.


• Serve as initial contact person; receive and screen calls and visitors; provide routine and non-routine information; refer more technical questions or issues to appropriate staff; respond to general complaints where judgment, knowledge, and interpretation are utilized; take messages as appropriate.


• Type, proofread, and word process a variety of routine and non-routine documents including general correspondence, agendas, reports, and memoranda; may compose letters, memoranda, or basic reports as instructed; arrange for or distribute copies of material, receive, open, review, sort, date stamp, and distribute office mail.


• Perform bookkeeping duties which may include accounts payable, accounts receivable, and billing; collect, receipt, count, and balance money; issue receipts; maintain record of transactions.


• Perform daily bank and credit card deposits, and balance customer cash account.


• Order, receive, inventory, store, and distribute supplies; contact vendors and suppliers as needed; maintain related records.


• Provide information and forms to staff and the public; apply and may interpret department policies, procedures, services, and operations.


• Coordinate the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others.


• Assist in the collection and organization of budget information from staff; monitor assigned budget line item; provide status reports as required.


• Verify accuracy of employee time cards and enter payroll data as required.


• Proofread service reports and review work orders before closing


• Contacting customers for purchase orders and/or payment information


• Assist in a variety of department operations; perform special projects and assignments as requested.


• Make travel arrangements for various departments.


• Prepare and initiate purchase orders for assigned department; ensure items are posted correctly.


• Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase knowledge as requested.


• Provide backup support as needed to inventory control.


• Coordinate seasonal company activities.


• Perform a variety of general clerical duties including maintaining and filing records, verifying accuracy of information, and recording information.


• Operate modern office machines and equipment including PCs, telephone system, printers, copiers, calculators, and fax machines; routine and non-routine use of office software applications.


• Adhere to safe work practices and procedures.

ADDITIONAL FUNCTIONS

• Perform related duties and responsibilities as assigned.


• Provide backup support as needed


• Maintain inventory and organization within the retail space of the facility.

QUALIFICATIONS/KNOWLEDGE/SKILL/ABILITY

• Minimum of a high school diploma or equivalent


• Minimum of 1-year related experience


• Valid driver’s license


• Public Notary or ability to become a Public Notary


• Knowledge of standard office procedures, methods, and equipment


• Knowledge of English usage, spelling, vocabulary, grammar, proofreading, and punctuation


• Knowledge of basic mathematical principles


• Knowledge of numerical, alphabetical and subject matter filing


• Skill to operate modern office equipment


• Skill to type and enter data at a speed necessary for successful job performance


• Ability to learn the procedures and functions of the assigned position


• Ability to plan and organize work to meet schedules and timelines


• Ability to understand and follow oral and written instructions


• Ability to communicate clearly and concisely, both orally and in writing


• Ability to establish, maintain, and foster positive and harmonious working relationships with others in the course of work.


• Ability to maintain confidentiality

PHYSICAL/ENVIRONMENTAL REQUIREMENTS

· Use various office equipment and programs such as a PC, dealer AS400 computer system, all related software, e-mail, calculator, telephone, fax machine, copy machine, and printer

· Sit at a desk 5 to 7 hours a day.

· Work a computer keyboard 5 to 7 hours a day.

· Stand 2 to 4 hours a day.

· Usual working hours are 8 hours per day, 5 days per week.

· Work overtime as needed.

· Move and arrange office tables and chairs.

· Lift up to 25 pounds